The following gives you a detailed guide on how to handle your freight using the freight module in the EIS system. If you want just a quick guide, please look here.
Step-by-step detailed guide for My Freight
1) Basic information "My Freight"
As a registered participant of an expedition in the Expedition Interface System (EIS) your access to the freight module of EIS is granted. To use it, please click on „My Freight“ on the menubar on the left.
If you have already created freight, these are displayed in the list below in "Freight". Here you also create new freight using the button "+Create new freight".
The search function at the top right allows you to search for freight items in freight lists that have already been submitted. Using the search function it is sufficient if you only know parts of your search term.
"New freight" area
The "New freight" area contains the basic data of a freight.
You begin entering information about the "Freight requisitioner", which can be yourself or - if an administrative substitute has been invited - a different person.
Additional information: "Administrative substitute"
As the menu title "My freight" described this as your personal freight area, you as the freight requisitioner can invite EIS user(s) as an "Administrative substitute" for the current freight you are working on. This can be helpful if you organise freight for a working group and you will let the team members take part in organising it. If you have been invited as an administartive sustitute for a freight, you can enter and manage freight details for someone else.
In a second step, you need to enter the "Freight information", for example platform, expedition number, if your freight contains special cargo or if you want to upload your own packing lists as you maybe work for a different institute than the AWI and therefore you use your own lists, etc. (Please keep in mind: we recommend to enter your freight information in EIS). You always need to use the expeditions available. The"specify manually" option is only allowed in exeptional cases and when this has been agreed between you and Nina Machner from AWI logistics in advance. Don't forget to enter the freight receiver. This person is normally yourself, on board the vessel or land. In the case of you work as an administrative substitute, you enter the freight receiver you work for, on board the vessel or on land.
Additional information: "Special Freight" and "own packing lists"
Special Freight can be a "Direct delivery", "Dangerous good" or "Refrigerated" freight. If your freight is related to or might contain this, please check the particular boxes here to inform the AWI logistics team.
Please note: Add normal freight and dangerous goods ALWAYS into separate freights, meaning at least create one freight for dangerous goods and one for normal freight, if you have both available! The reaseon is, that both types might have different delivery dates!
We recommend to enter your freight in EIS. Sometimes, e.g. when you are from a different institute, you want to use your own packing lists. Clicking this option will deactivate area (1) in the next step. Please read the information we provided at each step directly in the related area of freight in EIS.
If your organisation is not provided with a colour code yet, you can select one from the available.
When all is done, you click on "To collect freight".
2) Detailed information "Collect freight"
The basic information of your freight, which you entered in the step before, are still available, when you use the pen-symbol on top right. As we now concentrate on the freight items, we do not need this information currently, but you can easily access it.
If you have been taking part in a former expedition from PS121 onwards, maybe you or your group has already entered freight items into EIS and now you can re-use these or parts of it. It is additionally possible to use the upload function via Microsoft Excel-template which you find on the web pages of the AWI logistics. If you want to use it, please take care about the version of the templates shown in dialogue boxes and help-information directly in EIS.
Import using EXCEL-tempate Import using former freight lists
Starting from scratch, 
please begin creating your articles using area (1),
fill all the details demanded and save your data, continue with the next article.
When you have finished this job and all your articles are shown in area (1),
create your packings, if needed.
Pull each article into the packings that you create in area (2). If you have articles that don't need packings such as e.g. compressors, these can be pulled directly into area (3).
Pull also your now filled packings into area (3), too.
Enter all necessary additional information demanded in the appearing window.
If all your freight items showing up in area (3), press the button "Submit freight" on the bottom right of this area. Read all following information thoroughly, confirm the tick-boxes if you have cheked and provided all necessary information.
Your list shows up for an additional check, press "Next" or "Cancel".
Set the green tick on the bottom of the following dialogue box to confirm that no dangerous goods is part of your particular freight. Press "Submit".
Additional information: "Special freight"
"Special freight" named here relates to: refrigerated cargo, biological samples or dangerous goods
refrigerated cargo/biological samples
If you add "refrigerated cargo" to your freight, please add the information of the temparature to the details of the normal freight details.
If you add "biological samples" to your freight, please add the information of the taxom and while you pull this freight item down to area (3), you need to enter the sample origin. Please take care of the value of your samples. Your samples should not show more value than just some EURO-Cents, as the whole value of the ship's samples load should not exceed more than EUR 45,-!
Dangerous goods
It is necessary that you declare dangerous goods completely. Remember that you are legally obliged to do so and don't forget: you can be held personally liable.
Let the specialists at AWI logistics help you and ask your questions - whether it's about dangerous goods or anything else on the subject of freight.
The information on items and packaging is more complex in connection with dangerous goods than for normal freight. Please fill in all the information correctly in areas (1) and (2) before pulling and submitting your freight items in area (3). Please make sure that all required information is be available to you before you start entering your data.
IMO declaration
EIS offers you the possibility to generate the appropriate IMO declaration from a template when dangerous goods are registered. Save this on your computer and upload this IMO back into EIS. In this case, the IMO does not need to be signed because it was created automatically.
Own packing lists used?
If you have used your own packing lists - please upload the dangerous goods packing list afterwards. Please use the version provided by AWI logistics on the website.
If you are not offered the IMO template in EIS because you use your own packing lists and thus exclude article creation in area (1), please download the instructions on how to fill in an IMO correctly from the AWI website.
Additional information: "Status" of your freight
In the overview of your freight (clicking on "MyFreight" in the EIS-initial screen), you can see the symbol "Status".
The status-display shows you information about the status of your freight.
The sign in the middle can be a yellow triangle or a green tick. The three circle segments around can appear in four colours each, white, grey, yellow and green.
As long as your freight has not been submitted, your status can be watched like this:
The 12-to-4-segment (according to a clock) shows grey, so your Freight list is open. The remaining two circle-segments show white.
When your freight has been submitted, immediately the status changes to the following for the three segments:
The 12-to-4-segment shows yellow, so your freight list is in verification.
The 4-to-8-segment shows yellow - CargoSoft action is open - this is an information for AWI logistics.
The 8-to-12-segment shows white - this displays, that this Freight order does not contain any dangerous goods.
Related articles